Attachment 3 - Section L.pdf

Attachment 3 Section L - Instructions to Offerors

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SECTION L: INSTRUCTIONS TO OFFERORS (ITO)

1.0 Section L Instructions to Offerors (ITO)

1.1 General Guidance: This is a threshold-based source selection for qualifying offerors. The government will verify/validate all points identified by Offerors on the Self-Scoring worksheet. There are no underlying “strengths” or “weaknesses” to be evaluated, nor are there any “Trade-Offs.” (Note: As coordinated with Section M, the evaluation uses a threshold-based approach for all qualifying offerors).

1.2 Single Proposal Limitation: Only one proposal may be submitted by each qualified offeror in response to this requirement. For this solicitation, each Offeror may only be a member of one approved Joint Venture (JV). Additionally, if an Offeror proposes as a member of an approved JV, that Offeror may NOT also propose as a prime. An Offeror proposing in violation of these instructions will be removed from the competition and, therefore, ineligible for an award.

1.3 Proposal Compliance: All proposals submitted in response to this solicitation shall be in compliance with all instructions within Section L and all solicitation submission requirements. Non-compliance with the instructions provided in this solicitation may result in the proposal being ineligible for award. The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and substantiating the validity of all stated claims. The Government will base its evaluation only on the information presented in the offeror’s proposal or provided during negotiations, if applicable.

1.4 Proposal Evaluation: The Offeror’s proposal will be evaluated against the Technical criteria defined in Section M, Evaluation Criteria. All the requirements specified in the solicitation are mandatory. The proposal should not simply rephrase or restate the Government’s requirements but rather shall provide convincing rationale to address how the Offeror’s proposal meets the experience. The Offeror shall assume that the Government has no prior knowledge of the Offeror’s facilities and experience, and therefore will base its evaluation on the information presented in the Offeror’s proposal. By the proposal submission, the Offeror is representing that it will perform all the requirements specified in the solicitation. It is not necessary or desirable for the proposal to state as such.

1.5 Formatting Restrictions: Elaborate brochures or documentation, binding, detailed art work, or other embellishments shall not be submitted with the Offeror’s proposal.

1.6 Acceptance of Terms and Late Proposals: The completion and submission of all proposal volumes constitutes the Offeror’s acceptance of the terms and conditions in this Request For Proposal (RFP) including all attachments hereto. Proposals will be considered late, in accordance with (IAW) Federal Acquisition Regulation (RFO) 15.107s, if electronic copy of the proposals are not received by the date and time specified in this ITO.

1.7 Retention of Proposals: IAW RFO Subpart 4.101 (Government Contract Files), the Government will retain the original submission of all unsuccessful proposals. Unless the Offeror requests otherwise, the Government will destroy extra submissions of such unsuccessful proposals.

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1.8 Debriefings: Upon notification that its proposal was not selected for award, the unsuccessful offeror may request and receive a debriefing. Offerors desiring a debriefing must make their request IAW the requirements of RFO 15.207 or RFO 15.301, as applicable.

2.0 Proposal Submission

2.1 Submission of Electronic Proposal Volumes

One copy of the proposal shall be submitted electronically to jessica.briggs@us.af.mil no later than (XX Month) 2026 10:00 a.m. Eastern Standard Time (EST). Offerors shall apply all appropriate markings including those prescribed in accordance with RFO 52.215-1(e), Restriction on Disclosure and Use of Data, and RFO 3.104-4, Disclosure, Protection, and Marking of Offeror Bid or Proposal Information and Source Selection Information. Do not submit Classified information. Do not submit on flash drive media.

2.2 Proposal Validity: The Offeror shall make a clear statement in each proposal volume that the proposal is valid for a period of not less than 180 days from receipt. This period may be extended upon agreement from the Offeror.

3.0 General Information

3.1 Point of Contact: Ms. Jessica Briggs, PCO, is the sole point of contact for this acquisition. Electronic requests for clarification may be sent via e-mail to the PCO at jessica.briggs@us.af.mil.

3.2 Joint Venture Agreements: If the Offeror is proposing as a Joint Ventures (JVs), including Mentor Protégé JVs, the JV agreement must be approved by the SBA before award.

3.3 Electronic Reference Documents: Official RFP documentation, including RFP amendments, and other related information will be available via Sam.gov. Potential Offerors are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation.

3.4 Communications: The PCO will control all exchanges of information between the Government and Offerors. Exchanges with industry may be written and transmitted via encrypted e-mail. The PCO is the sole point of contact for this acquisition. Address any questions or concerns you may have to the PCO via Jessica.Briggs@us.af.mil. Email may be used to transmit information to offerors only if the email can be sent and received encrypted and includes “SOURCE SELECTION INFORMATION – See RFO 2.101 & 3.104” in the subject line.

4.0 Organization/Number of Copies/Page Limits

The Offeror shall prepare the proposal as set forth in the Proposal Organization Table (Table 1 below).

The titles and contents of the volumes shall be as defined in this table, all of which shall be within the required page limits and with the number of copies as specified in Table 1. The contents of each proposal volume are described in the ITO paragraph as noted in the table below:

mailto:jessica.briggs@us.af.mil mailto:jessica.briggs@us.af.mil https://sam.gov/ mailto:Jessica.Briggs@us.af.mil

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VOLUME ITO Paragraph Number

VOLUME TITLE COPIES PAGE LIMIT

I 5.0 Contract Documentation 1 Electronic Copy No Page Limit

II 6.0 Technical Experience 1 Electronic Copy No Page Limit

Table 1 - Proposal Organization

4.1 Page Limitations: There are no page limitations. The Government will only evaluate the submitted documentation until scoring is validated.

4.2 Labeling: Volumes I and II shall be submitted clearly marked. A cover sheet shall be included in each volume identifying the volume number, title, solicitation identification, and the Offeror’s name. Be sure to apply all appropriate markings including those prescribed IAW RFO 52.108 and RFO 3.104-4, Disclosure, Protection, and Marking of Contractor Bid or Proposal Information and Source Selection Information.

4.3 Contract References:

• All information submitted as substantiating evidence must be ongoing or completed within the last five years as of the date of this RFP release.

• When proposing as a prime/subcontractor teaming arrangement, the prime must substantiate at least 51% of the validated total evaluated points, subcontractors cannot substantiate more than 49% of the validated total evaluated points. When proposing as a JV, the SB protégé is required to substantiate at least 40% of the validated total evaluated points.

• Supporting documentation submitted shall specifically identify the requirement being claimed in the Self-Scoring Worksheet. A Performance Work Statement (PWS) for a multiple award Indefinite Delivery Indefinite Quantity (IDIQ) shall not be considered as supporting documentation.

5.0 Volume I - Contract Documentation

5.1 General Information: Each offeror shall submit a contract documentation volume with its proposal.

5.2 Volume Organization: Volume I shall contain the information in tabbed sections IAW the following general outline as applicable:

• Signed letter confirming the Offeror agrees to all terms and conditions in the IDIQ contract

• Assumptions and Exceptions

• Representations and Certifications

• Mentor Protégé Agreements (MPAs)

• SBA Joint Venture Approval Notice

• Approved Joint Venture Agreement (JVAs)

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• Equal Employment Opportunity Compliance (EEOC) Documentation

• Completed Section K Representations, Certifications and Other Statements

5.2.1 Assumptions and Exceptions: Offerors shall provide a list of assumptions and/or exceptions made in developing the response to this RFP. Please be advised that any assumptions made or exceptions taken may render an offeror’s proposal non-compliant with the RFP and therefore, will not receive award.

5.2.2 Representations and Certifications: IAW RFO 52.204-07 and 52.204-09, System for Award Management and Annual Representations and Certifications, offeror shall submit completed representations, certifications, acknowledgments and statements and comply with the System for Award Management (SAM). Any provisions listed in Section K, Representations and Certifications, of the solicitation which require information to be “filled-in” or submitted as a separate document must be included in the Contracts Volume I. Each separate document shall be labeled and tabbed within the volume.

5.2.3 Joint Venture Agreements (JVAs): Joint Ventures (JVs) interested in proposing on this acquisition were required to submit a JVA approval by the SBA before award. The JVA shall submit verification with the appropriate signatures of those individuals authorized to bind the company, and for newly established JVs, all SAM information. All SAM information will be verified and validated upon the receipt of proposals and at award. All Mentor Protégé and Joint Ventures shall submit the approval letter signed by the Small Business Administration (SBA) approving the agreement. Any Mentor Protégé or JVAs found to be inconsistent with the exception of the required signatures and SAM information for those newly established JVs, will be rejected and the Offeror will be deemed ineligible for award.

5.2.4 Equal Opportunity

5.2.4.1 Offerors shall provide the following documentation (if available): A Notice of Compliance from the Office of Federal Contract Compliance Programs (OFCCP) and be listed in OFCCP’s National Pre-award Registry via the Internet at https://ofccp.dol-esa.gov/preaward/pa_reg.html; and the OFCCP registry is updated daily and only retains data for 24 months thus Offerors shall ensure registry compliance remains valid through contract award.

5.2.4.2 If an Offeror does not have an active Notice of Compliance at the time of proposal submission, the Contracting Officer is required to submit a pre-award request to OFCCP. A Notice of Compliance from the OFCCP office must be received by the Contracting Officer prior to contract award.

6.0 Volume II – Technical Experience

6.1 General: Each Offeror shall submit a Technical Experience volume (Volume II) with its proposal.

Proposals that omit any information from the proposal submission requirements will result in a determination that the Offeror is unresponsive. Omission of information from solicitation requirements will result in the Offeror’s proposal being ineligible for award. All technical experience claims will be verified by the Government via a review of the substantiating documentation. Offerors shall assume https://ofccp.dol-esa.gov/preaward/pa_reg.html

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that the Government has no prior knowledge of their operation and will rely on documentation provided as part of the Offeror’s proposal.

6.1.1 Volume Organization: Volume II shall contain the information in tabbed sections IAW the following general outline:

• Table of Contents

• Self-Scoring Worksheet

• Supporting Documentation

6.1.2 Self-Scoring Worksheet

6.1.2.1 Offerors shall complete and submit a single Self-Scoring Worksheet located in Section J, Attachment 5 of this solicitation in Excel format. The Government will not accept any worksheets that have been password protected or “locked.” Worksheets submitted password protected, “locked,” or in any format other than Excel shall be considered to be non-compliant with the instructions of the solicitation and therefore, the worksheet will not be evaluated.

Complete the Self-Scoring Worksheet using the following instructions:

• Enter the Offeror’s name in Row 1, Column E.

• Identify if Offerer is a Joint Venture or not in Row 2, Column E by stating “Yes” if Joint Venture or

“No” if not Joint Venture.

• Enter the Offeror’s name in Row 6 of the Self-Scoring Worksheet.

• The Offeror shall check the box in Column D for ID 1 if the offeror currently possesses an active

Facility Clearance Level (FCL). If the offeror does not possess an FCL, they may not fill out the rest of the self-scoring sheet and will not be considered for award.

• In Column D for ID 2 - 5, the Offeror shall check the box if points are being claimed for that technical experience. The worksheet will auto populate the Offeror’s score and running total at the bottom of the worksheet. Offerors shall follow the technical experience instructions in par.

6.2 below in order to meet the corresponding technical experience criteria in Section M.

• For technical IDs 2 and 4(b), offerors may only claim points for one sub-item. Select the single highest value item for which you can provide substantiation.

• In Column I, the Offeror shall list all substantiation documentation submitted. The Offeror shall use commas to separate the listing of multiple supporting documentation. Further, in Column H, the Offeror shall identify “P” if the substantiation documentation is based on Prime; or the Offeror shall identify “S” if the substantiation document is based on a “Subcontractor.”

• The Offeror shall not alter columns A, B, C, and E. Column G will auto-populate points and Column J is for Government use only.

6.1.2.2 Offerors shall ensure the page numbers match for each technical element identified in Column I of the Self-Scoring Worksheet. If technical experience claimed on the Self-Scoring Worksheet cannot be verified due to missing/conflicting substantiating documentation, the Government verification will result in no points for that element.

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6.1.3 Supporting Documentation: The Offeror shall provide verifiable supporting documentation for each item claimed on the Self-Scoring Worksheet. Supporting documentation must demonstrate the specific experience being provided and claimed on the Self-Scoring Worksheet. Supporting documentation can be applied to more than one row on the Self-Scoring Worksheet. If using the same supporting documentation for more than one row on the Self-Scoring Worksheet, it shall be submitted separately specifically for each and every respective row substantiation submission as the Government shall not evaluate for validation of one row by referring to substantiation documentation submitted in another row. Supporting documentation can include any of the following: contract award document, Statement of Work (SOW), Performance Work Statement, invoice, Contract Data Requirements Lists (CDRLs), or redacted payroll rosters or CPARS. A Multiple Award (MA) IDIQ contract or MA IDIQ PWS is not an acceptable form of substantiation. A sole award IDIQ PWS is an acceptable form of substantiation. The burden of proof rests with the Offeror to provide substantiating documentation that is sufficient to validate the self-score. The Government reserves the right to review any information related to the supporting documentation for validation only. All contracts being utilized as supporting documentation shall include the front page of the contract award and clear language showing subsequent pages are tied to that front page. Supporting documentation shall be tabbed.

6.2 Technical Element Criteria

Government Facility Clearance

• 1: Government Secret Facility Clearance (FCL). The Offeror shall submit a Facility Clearance report based on prime offeror or JV cage code verifying that an active FCL exists. If the Offeror does not currently possess an active Government Secret Facility Clearance and is unable to claim “pass” on the Self-Scoring worksheet, the Offeror will not be considered for award and the rest of the Self- Scoring worksheet will not be considered for validation. The JV, itself, must hold an FCL to meet this criteria.

Multiple Locations

• 2(a) or 2(b): Recruited and placed qualified personnel at more than one geographical location. The

Offeror shall substantiate its experience recruiting, placing, and managing personnel at more than one geographical location. If the Offeror is claiming experience, the offeror shall choose only one of the 2 options based on the highest number of locations that can be substantiated to meet this technical experience. “Geographical location” is defined as different states or different countries.

Recruiting and Placing of Qualified Personnel

• 3: Recruited and placed qualified personnel for the Federal government: The Offeror shall substantiate its experience recruiting and placing personnel for the Federal Government in the following areas:

• 3(a): Flight Medicine Physician(s) Performing Human Research

• 3(b): Flight Medicine Physician(s) Performing Education

• 3(c): Flight Medicine Physician(s) Performing Patient Care

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• 3(d): Physician(s) Board Certified in Ophthalmology, Neurology, Cardiology, Pulmonology, or Psychiatry Performing Human Research

• 3(e): Physician(s) Board Certified in Ophthalmology, Neurology, Cardiology, Pulmonology, or Psychiatry Performing Education

• 3(f): Physician(s) Board Certified in Ophthalmology, Neurology, Cardiology, Pulmonology, or Psychiatry Performing Patient Care

• 3(g): Scientist(s) - Scientists specializing in natural science (Biology, Chemistry, Physics); or Applied Science (Environmental, Biomedical)

• 3(h): Psychologist(s) Performing Human Research

• 3(i): Psychologist(s) Performing Patient Care

• 3(j): Information Technology Support Personnel

• 3(k): Data Scientist(s)

• 3(l): Certified Toxicologist(s) – must have obtained certification from at least one of the following: American Board of Toxicology, American Board of Medical Specialties, Diplomate of the American Board of Toxicology, or the Fellow of the Academy of Toxicological Sciences

• 3(m): Acquisition Program Manager(s) Research Program - A contracted Program Manager is defined as an individual who assists the government in the cost, schedule, and performance of an acquisition research program.

• 3(n): Curriculum Developer(s)

• 3(o): Research Coordinator(s)

• 3(p): Public Health Specialist(s)

• 3(q): Engineer(s) – Examples include Human Systems Engineers or Biomedical Engineers

• 3(r): Service Contract Act (SCA) Labor Categories

• 3(s): Recruited and placed onsite at a federal agency in Ohio a board certified licensed ophthalmologist, neurologist, cardiologist, psychiatrist, or OB/GYN physician with experience in military medicine within the past 5 years

• 3(t): Recruited and placed onsite at a federal agency in Ohio a program manager with all of the following qualifications: (a) minimum APDP Level II certification in Program Management, equivalent PMP or PjMP certification, or at least five years’ program management experience in a military research environment; (b) experience reviewing contractor cost, schedule, and activity reports on research projects; and (c) experience performing cost, schedule and performance analysis

Timeline

• 4(a): Filled a vacancy with qualified employees within 15 business days for the Federal

Government. The Offeror shall substantiate its experience filling vacancies for the Federal government within the specified timeframe.

• 4(b)(1) or 4(2) or 4(3): Filled positions with qualified personnel within two weeks of contract award for the Federal government. The Offeror shall substantiate its experience filling a position with a qualified employee within two weeks of contract award for the Federal Government. If the

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Offeror is claiming experience, the offeror shall choose only one of the 3 options based on the highest number of different instances that can be substantiated to meet this technical experience.

Management

• 5(a): Managed employees requiring classified clearances. Offeror shall substantiate its experience managing employees requiring either Secret or Top Secret classified clearances for the Federal government.

• 5(b): Managed travel arrangements for contract employees in accordance with the Joint Travel Regulations (JTR). Offeror shall substantiate its experience completing all travel requirements IAW JTR for contracts awarded by the Federal government.

• 5(c): Provided corrective action plans to remedy concerns regarding employee performance and professionalism. The Offeror shall submit both: a redacted concern from a Government office, removing all personal identification information; and a Government-approved redacted corrective action plan from the Offeror, removing all personal identification information.

• 5(d): Provided to all employees an established Government/Contractor Relations Training. Offeror shall substantiate its training in providing employees with Government/Contractor Relations Training. Government/Contractor Training includes the laws and ethics between government personnel and non-personal services contract employees.

• 5(e): Developed and performed business management strategy for Research Laboratory service performance-based requirements. Offeror shall substantiate its experience in determining number of individuals and schedule of performance to complete workload as defined in the Federal government’s PWS or SOW. The number and mix of FTEs are not defined by the government but defined by the Offeror to meet the contract requirements.

• 5(f): Developed and performed business management strategy for IT, Educational, Transcription, or Audiovisual service performance-based requirements. Offeror shall substantiate its experience in determining number of individuals and schedule of performance to complete workload as defined in the Federal government’s PWS or SOW. The number and mix of FTEs are not defined by the government but defined by the Offeror to meet the contract requirements.

7.0 Volume III - Cost/Price Proposal (OMITTED)

In accordance with Section M, no cost or price proposals are requested or will be accepted in response to this solicitation. Offerors shall not include any cost or pricing data in their submission.

7.0 Volume III - Cost/Price Proposal (OMITTED)